Senior Executive Assistant

About the role

The Senior Executive Assistant supports senior executive management, ensuring the smooth operation of the office and maintaining confidentiality and tact.

Responsibilities

• Answers the telephone and screens calls, processes incoming and outgoing mail, and forwards messages and correspondence to the appropriate staff.
• Prepares requisitions and orders supplies and equipment for the office; assures proper functioning of office equipment.
• Reviews mail of the executive and arranges essential mail in priority action order for the senior executive.
• Aids senior executive in monitoring and controlling budget by maintaining expenses of office supplies, subscriptions, travel, etc.
• Maintains records on budget expenditures for assigned cost centers.
• Proactively creates and maintains effective workflow and communications to accomplish the work of the office which includes the handling of a variety of projects and tasks simultaneously.
• Acts as an administrative liaison for the executive and staff by making appropriate decisions in their absence.
• Maintains confidentiality, tact and respect at all times.
• Manages complex calendars, schedules and coordinates meetings and appointments and travel arrangements for the senior executive and staff.
• Manages meeting materials and documentation, including agenda planning, note taking, synthesizing outcomes, and distribution of materials as well as follow-on action items.
• Presents and/or reviews, formats, and proofreads correspondence, reports, presentation materials, and other documents to ensure accuracy and completeness.
• Establishes and maintains efficient filing systems for departmental and confidential materials.
• Performs other job functions as requested or needed.

Requirements

• Required - High School Diploma or Equivalent
• Required - Progressive office administrative supporting senior leadership, directors or multiple managers 5-7 years
• Must be proficient in the Microsoft Office program (Word, Excel, PowerPoint, and Outlook) or programs as indicated in the specific function within the department.
• Ability to understand and compose moderately complex written materials.
• Ability to type at a moderately high speed (55-65 wpm).
• Ability to work without close supervision, exercise independent judgment, and communicate effectively with high-level personnel where tact, diplomacy, and good judgment are essential.
• Ability to operate standard office equipment.
• Ability to perform basic arithmetic calculations as would be acquired through completion of high school.
• Demonstrated interpersonal verbal and written communication skills including being proficient in spelling, punctuation, grammar, and other English language skills.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Strong interpersonal skills and the ability to build relationships with internal executives, other departments, and external clients or vendors.
• Ability to handle confidential information with discretion.
• Demonstrated ability to take initiative, anticipate needs and determine urgent matters that require attention.

Qualifications

• Knowledge, Skills And Abilities Must be proficient in the Microsoft Office program (Word, Excel, PowerPoint, and Outlook) or programs as indicated in the specific function within the department.
• Ability to understand and compose moderately complex written materials.
• Ability to type at a moderately high speed (55-65 wpm).
• Ability to work without close supervision, exercise independent judgment, and communicate effectively with high-level personnel where tact, diplomacy, and good judgment are essential.
• Ability to operate standard office equipment.
• Ability to perform basic arithmetic calculations as would be acquired through completion of high school.
• Demonstrated interpersonal verbal and written communication skills including being proficient in spelling, punctuation, grammar, and other English language skills.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Strong interpersonal skills and the ability to build relationships with internal executives, other departments, and external clients or vendors.
• Ability to handle confidential information with discretion.
• Demonstrated ability to take initiative, anticipate needs and determine urgent matters that require attention.